Accounts payable system



Aug. 20, 19416.-

E. A. TAMBERT AcouNTs PAYABLE SYSTEM Filed April 19. 1944 neeourvr nyu-Lz vivant STHPLE' Lm: or www. Y

Patented Aug. 20, 1946 ofFFIcE ACCOUNTS PAYABLE SYSTEM Elmer A. Tambert, 'Sierra Madre, Calif.`l

Application yApril 19, 1944, Serial No. 531,745

2 claims. (o1. 282-22) I "2 This invention relates to a system for simultaneous, uniform and identicalvrecording of business purchases which are to be paid for by check or an accounts payable system. l 'Y It is an object of the present invention to provide a unique and novel device and system for compiling accounts payable records Vand statistics which will eliminate human errors resulting from transferring information from an original document to other sheets, ledgers, books, cards, machines, punch cards,v and other devices now in general use.

A further object of the present invention is to provide a system and device which will save much clerical labor and lower the training and educational requirements fof accountants,V and which will, at the same time, eliminate many of the unnecessary accounting operations, paper, forms, books, machines, files', and devices now in general use. i

A further object-of'the-present invention is to provideV an accounting device and system by means of which vendors may be furnished with copies of voucher checks by which the remittance statement definitely reconciles with the `check covering payment tothe vendor. Y

In the system of the present invention, the preparation of the voucher check, voucher register, remittance statement, accounts payable record, voucherfcheck register and accounting `distribution record are combined and a single unit for this purpose furnished fwhicvh allows for a single entry. l I y The present invention will" be understood by reference to the accompanying' drawing rin which arev shown, by 'Way of illustration merely, the preferred devices forand systems employed in keeping accounts payable according to my improved devices and system, in which l 'Y Figure 1 is a voucher check. I i

Figure 2 is an original voucher and copy of a voucher check containing an accounting distribution register. l

Figure 3 is a similar sheet, except the accounting distribution register is made detachable from the remainder of the sheet, the. remainder of the sheet being intended to serve as a remittance statement and copy of the voucher check.

Figgi-isv a sheet similar to Fig. 2 but formed of relatively heavier paper and intended to serve as an accounts payablevoucher.

Fig. 5 is a `section through the device. y l Referring iirst to 1 of A,the drawing, I haYe thereillustrated. a .Voucher check.l which, is-rindi.-y cated as POSSeSPS, in edd'ionitdtnausilal spaces for entry of the date, 'amount of the 'cneclgg-fna'me of the payee,` and name of the maker,l space-for entry of the address of thepayeel andf'or-*th'e entry of the check Anumberand alsothe number of the accounts payable voucher correspondingto vthe voucher check. The bodyV of-'the voucher check proper is indicated as atttached to a tear strip at its upper end by means of vwhich tear strip the voucher check may be combined with the other elements of the device-in a manner hereafter tobe described.

Now referring to Fig.' 2 of the drawing, the upper portion of the sheet lis formed in the substantially identical manner of' the voucher sheet shown in Fig. 1, having similar blanks for the entry of similar data andfinsuch position that the original entry of data on the voucher Vsheet ofFig.

1 may, by transfer through carbon paper; be si- .multa'neously entered on vthe sheet of'Fg. 2,. In addition thereto, the sheet shownin Fig. 2 ofthe drawing embodies columns'in juxtapositionfor 'forming a statement offthe account, `in which ini'.-

tial columns are provided forientry of invoice or item. Identical juxtapositioned columns are prolvided for entry of the amount of such invoice or to said invoice or item, and a juxtapositioned column is provided for entry of that amount of said invoice or item. Above such statement 'of ac,- counts are designated entry pointsy for. signature or initials of. parties preparing or enteringfand numbering the same. i. The sheet of Fig. 2- is also made to include at thelower portion `of the sheet-an account 'distributionv register which includes juxtapositoned columns for entry of the number of the shop contract or projectto-Whch the invoice, or a part thereof, is to bedistributed,'together with sections for entry of the amounts so distributed; also juxtapositioned sections for the` entry of the amount distributedto vendor and the vendor account to which it is distributed. Juxtapositioned sections are also provided for the amount distributed .to indirect expense and to the indirect expense account to which the amount is so distributed.

. Also juxtapostioned sections are provided for the vshown in Fig. 2 of the drawing, serves as' a means ofrecordingV the invoice or bills receivedirom theV same, vendor lor supplier, by meansr oflwhich thev invoices =or.,bills:may:be consolidated into.- one payment at any time. The original-voucher and copy of voucher check sheets of Fig.V 2 also may serve as a voucher register', voucher check register, and as a crossfreference to accounts payabler accounting record, and distribution of accounts` The sheet'also serves as a means for verifying the cancelled check when it is returned by the Ybank paying it. 'Ihere is thus aorded, Yon the single sheet containing a carbon copyA of each Y vouchenencie and?. by which 'fsucnwvucherlcheck may brpo'siti'vely identified, a'substantially c'omplete record of the business purchaser, purchases so as to be paid for by said check, and a comis received from a vendor or supplier, the vendors rname and address is Written, or typewritten, on the'ivoucher check of Fig.-1. By means of the transferring qualities of carbon paper between the voucher check and remaining parts of the device, the same identical information is simultaneously transferred to the sheets illustrated in Figs. 2, 3 and 4. The identity of the charge is then entered under the statement ofaccount sect-ior1-;c' fv the sheet* shown 'gl 2,'zand this entry "isLlikewisetransmitted o he 'slieets'i'shownin Figs. 3 and 4. The device is then set aside, pending possible receipt of additional invoices or plete statement of the distributions?madeof'fsuchL 2 account. In this Way I eliminate human errors resulting from transfer of inforri'atrlifromiother documents or sheets.

Now` referring to Fig. 3 or 'the fclralv'ving,- the?v sheet there illustrated may be identical Withzthat. of Fig. 2 of the drawing, except the accounts distributiQnl portion of'l the.sheet is A'made separable Y l rfrom the' balance vof'rthe sheet. This sheetethere- L.Afore-fincludes;E sectionsf for Qthe@ entryz. by, carbon ashereater-pointed cut-,- of all .-datafentered ingsfand also allfdata .entered fupon; the r original Y -voucher-'rand'distributionfregister eonstitutingFig.

ff'fof"I thevdrawing. VPhe upper. v'portion Vofvl the sheet constituting :Eig ,'3\,. is intendedY toffservefas rafremittancemstatement tobe'forwarded ,to t-he vendor with the voucher check, and thus-ccnstitutesa means-:Tier:effecting ai statement of-fanaccount. The lower-if portion of :thej :sheet 4fmay 'serve-:aswan' 'Y Y.accountinil:distribution record; y

A Now-referring@ moreparticularly 'to' Fig-Lly :of :the drawingit'he sheetfofthisigurei's iindicated ,asf'ofv substanti'allyfdentical formjas "the 'sheets` o Fig. 2; fand fcontaining fidenticallsections-for' entry bycarbcnslpaperjof the entifies'wmademn fthe lvoucher fcheckoflig 11i for :the register." of dit,:thezdrawing.'V miIhis sheetzfis. rpr-.eferably formed: of inelativelyf he'avy, #stiff zipaper in l order tthat itrmay: serve; asv a Isineans :for compilationM of alli invoicesifreceivedpandfany: other; papers which mayl i/relate: :1:- to jthe ritransaction, or transactions, 'covredby nahen voucher ;.chec.ks, rWhichiin'the Yuse charges-from the same vendor.

If, land when, additional invoices are received .frbmithsameyendon they are likewise suitably v.entered `inthe statement -of account portion ofY thesheet shown i'Fig. 2, this additional informa- .torkbeing also transmitted to'Figs. 3 and 4 simultaneously and identically. Y L

Y, .At theend onthe, month;` oratany time desired,

` anda. The entire accounts. payabled'evice isfthen Y ofthe :system -of the? present vinventioisi-.are l:later thei drawing, and Lthus vserve asapermanent'rec.- yord 'tof the; :complete ,transactions covered-shy: vthe vouchen'check- .Y

Asiillustrated'1 inithe; drawing; .each 0fY the sheets of Figs. 1, 2, V3 and 4 of the"fdrawing;:hasffan fuppertab separated-1 therefrom by a" :team strip, and constructing.y the?V unitvofuthe.fpresent; in-

ventionithesestabs;arefused for' stapling thev sheets Y together into .a single aunit, :it being-understood -that :carbon paperis' ViplacedI betweenz-eachf of .the

-top followed-by lcarbon f paper; then the: sheet of -2,then` carb'orr paper'ithen the sheetsoffliig.V

3; thenrcarborr paper ;f and linally'the sheetzshown Y @inf-Fig. 4'; *While If'have indicat'edfithe 'abovelparfticular AJc'rderrof assembling 'the partsfof thepresent invention,ftlfieyi might be assembled `infoth'er l YrdersEarld in crtain'instances, perhaps, Tall'of the lsheets might be produced onA :one lsheet :cf

paper;` stapled, and foldedftogetherf orimanufac- -tured onseparat-e Isheets,.-an'dithey.may'obvionsly be fastened together byzmeans-'oth'erthanfsta# plin'g., ias; tfor examples gluingyisewing; Ibinding, amr-,the-like. Y r iV Theop'erationiof thea accounts '..payable -fdevice and,jsystem@offthegprlesenti im'lentio'ri-f` is. asfffol- -flowsfl;'-'Afterlthe.rstzinvbice fori ei'fi'denceiofl charge Y l fc'irmation"V payment.` :,Flor. Athis operatiom -simply `Atotalthe invoices or charges entered. onethe sheetof.-Eig..2, the: discounts calculatedon' those. invoicesfwhere suchtdiscounts, are. authorized; and. determi-ne. ethe `net. amounts. .Y summation of v.thefnet amountds then transferred .toi the .voucher- ,fcheckrofffsheet showrr in' Fig. l, and@ the-eentryi of etnis-suI-nvis simultaneously madeY ons ,ther/.sheetsoffEig 2,- .3 Y and A4.; there.` vis then computeduand. .enteredfflthe accounting distribution of the voucherywhich-.has been prepared fonpayment .-Theimpression. oi this recordwhich fis,- mader onfthe sheeteovfy1igr -2 is 1 likewise transmitted to :the asheets.: of w3 transmitted to `proper `oicialsifor approval.arid signaturafalongyWi ththe-V invoice andzevidenceenf Icharges which may be attached thereto. bypaper clips. 'The unitprovides for a ready means for Y the fofcial determining ythe prop rietyzoi thei issuing allefinvoices- -and fpape'rs'fto forma, fllev under the vendors name fvvh-ich'f:willfserveifffas;Y afwperf marientY record. -Y

Y After'the cancelled checkisreturnedfromfthe ban-k it'v should be compared with anda matched With its copy on the sheet of Fig. 2, WhichSzleadily: locatable'; in thefnumeriealiflle. lThe cancelled check. should kthen be attached to Vthefilezandeall copies f attachedfat any-itim'e :toV` provide fari' exact and:.completerzrecord iof'any outstanding :check forf'theipurposefof.'ibanlcreconciliation.' Y

The unit disclosedSinfthepresen A Ytherefore eliminates human'. Yerrrs wil-1 now-mesult from thepresent'practice ransferriiig-'in-V I claim:

1. In an accounts payable system comprising a plurality of sheets attached together and having transfer material therebetween, each of said sheets containing a blank bank check portion and a, blank portion having suitably indexed columns for the entry of invoice amounts and deductions to be covered by said bank Vcheck when completed, each of said sheets having a blank portion suitably indexed for the entry of invoice distribution, identication and amounts, the latter portion of one of said sheets being separable from the remainder of the sheets. 2. In an accounts payable system comprising a plurality of sheets attachedl together and having transfer material therebetween, each of said sheets containing a blank bank check portion and a blank portion having suitably indexed columns for the entry of invoice amounts and deductions to be covered by said bank check when completed, each of said sheets having a blank portion suitably indexed for the entry of invoice distribution, identification and amounts, the latter portion of one of 'said sheets being separable from the remainder of the sheets, and an upper blank bank check in registry with the blank bank check portions of the other sheets when separated from the other of said sheets by transfer material.

ELMER A. TAMBERT. 

